education.vic.gov.au

Forms and record keeping

Using the online VSAEC application form and notices of intent forms

The online VSAEC application form and notices of intent are based on the Microsoft Forms (MS Forms) platform. This platform replaces the previous application and reporting portal. New program applications will only be accepted via MS Forms.

Schools with current approved project applications

Schools that have a current, approved project application hosted on the department’s application and reporting portal can continue to manage their application and project report via the portal.

Tips for using the online forms

The MS Forms platform does not allow applicants to pause and save their form during the completion process.

Schools are strongly encouraged to complete their draft application by using the draft planning PDF form provided for each activity.

The draft planning PDF form can be downloaded and completed over a period of time. You will be able to share the draft PDF application with colleagues for input and review. Once the draft application has been completed, you can copy and paste the information into the ‘live’ MS Form.

Upon completion of the ‘live’ MS Form, you will be prompted to save a copy for record keeping purposes prior to submitting.

Application forms

VSAEC application

Notice of intent to use an animal – Cattle: cows create careers

Notice of intent to use an animal – Cattle: rearing healthy cattle

Notice of intent to use an animal – Cattle: training for competition/show

Notice of intent to use an animal – Sheep: training for competition/show

Notice of intent to use an animal – Sheep: rearing healthy sheep

Notice of intent to use an animal – Goats: rearing healthy goats

Notice of intent to use an animal – Pigs: rearing healthy pigs

Notice of intent to use an animal – Poultry: keeping healthy layers

Record keeping and completion reports

Teachers should keep records for all uses of animals on school premises. Schools should maintain records of animal use, monitoring and all reports on file for potential audits for 3 years after the completion of the project.

If the school has received Victorian Schools Animal Ethics Committee (VSAEC) approval for a project or activity, or submitted a notice of intent to the VSAEC, the teacher must submit forms and records to the VSAEC as outlined in this section. This includes pre-approved activities.

Amendments to an approved project

Any amendment to an approved project must be assessed by the VSAEC and approved before being implemented.

There are 4 main aspects of a project that can be subject to amendment:

  1. increasing the total number and/or type of animals currently approved
  2. adding or replacing staff on the project
  3. seeking a minor change to a procedure or protocol currently approved
  4. requesting an extension of time for the project.

Amendment requests must be submitted at least 2 weeks before a VSAEC meeting.

Download the Project amendment form (DOCX)External Link .

Monitoring and recording animal welfare and care

The health of all animals must be monitored and records retained by the school. This includes:

  • monitoring and assessment of animal well-being undertaken with sufficient frequency
  • adequate records to allow review and critical investigation of the cause(s) of and responses to unexpected adverse events. This is used as a basis for future prevention strategies.

A sample animal health monitoring template can be downloaded from the Resources tab. Schools may elect to design their own recording templates, which should be submitted for approval with the project application.

The monitoring and recording of the ongoing health of the animals can be done in other ways such as maintaining a daily diary, provided that all the information provided on the relevant sample record keeping form is collected and maintained, and the approach is approved as part of the application to the VSAEC.

All records must be kept at the school for at least 3 years and be made available to RSPCA inspectors, DJPR auditors, the VSAEC or officers of the school system or sectors, on request.

Reporting on the death of an animal or unexpected adverse event

Teachers must promptly notify the VSAEC if there are any unusual or unexpected circumstances during the conduct of a project for which the teacher has received VSAEC approval for an activity or submitted a notice of intent to the VSAEC. This may include the unexpected death of an animal.

An unexpected adverse event in a teaching activity using animals is anything that happens that meets both of these criteria:

  • Unexpected: an event not as described in the approved proposal or subsequent documents submitted to the VSAEC.
  • Adverse: not in the best interests of the animal.

A sample reporting template can be downloaded from the Resources tab.

Reporting these events helps the VSAEC to monitor activities.

It also encourages teachers to investigate the cause(s) of the event and provides a basis for future prevention strategies to improve animal welfare and activity outcomes.

Vet report

If you are carrying out a project that has been approved by the VSAEC, or for which you have submitted a notice of intent to the VSAEC, a vet report may be required.

A vet report must be completed if any animal involved in the project is examined for an unexpected illness or injury.

Download a vet report template (DOCX)External Link .

Post-mortem report

If you are carrying out a project that has been approved by the VSAEC, or for which you have submitted a notice of intent to the VSAEC, a vet report may be required.

A post-mortem report must be completed if any animal involved in the project dies in an unexpected adverse event.

Download a post-mortem report template (DOCX)External Link .

Project completion and annual report

At the conclusion of any project that has been approved by the VSAEC, or for which you have submitted a notice of intent to the VSAEC, you must submit a completion report to the VSAEC.

If projects extend over a 12 month period, an annual report must be provided within 30 days of the end of each year since the project began (for example, 31 August 2021, for a project that began on 31 July 2020).

Teachers are required to provide details regarding animal use, any animal welfare issues that may have been encountered and the realised educational benefits for students.

Completion advice and annual reports assist the Department of Education and Training in compiling annual animal use data for the Department of Jobs, Precincts and Regions.

Download a completion advice/annual report form (DOCX)External Link .

Guidance chapter on school record keeping obligations when using animals in teaching and on the completion reports schools must submit to the VSAEC

Reviewed 11 October 2022

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